Create and onboard a new employee in Humanforce HR

Using Humanforce HR's new Onboarding Feature will ensure that you collect the right personal information from new starters before their access to the rest of your platform. To take advantage of our new Onboarding Feature, you will first need to configure and enable an Onboarding Form Template.

If you'd like to learn more, visit our on demand training library - Humanforce HR New Feature Training: Onboarding.

Follow this guide to create a new employee profile, set up their system access, and issue onboarding in Humanforce HR.

Part 1: Access the onboarding area and begin employee setup

1. Go to People > Onboarding > Set up a new employee.

2. Enter the employee’s personal details. You must enter:

• A Last Name

• A unique Email Address. We recommend providing a personal email address to ensure the new starter can complete onboarding prior to their start date. 

• All other details are optional and can be added later.

Part 2: Create a user account for the new employee

1. Tick Create a User Account. This is selected by default.

2. Enter a unique Username.

3. Choose whether to Enable or Disable the account:

   • If Disabled, the employee cannot begin onboarding.

   • If Enabled, continue configuring access.

4. Select an Access Type and User account activation date:

   • Immediately: Grants full platform access immediately.

   • Custom Date: Limits access to onboarding and job requirements until the set Custom Activation Date.

Part 3: Set welcome email and password method

1. Tick Send Welcome Email.

2. Choose a Password Method:

   • User sets password by email

   • Manually set password

   • No password (SSO or external process)

   Email templates are triggered based on your selections:

   • Custom Activation Date + User sets password by email:

     • Sends User Welcome Pre-Start Email Body immediately

     • Sends User Welcome Password Set Email Body on activation date

   • Immediate Activation + User sets password by email:

     • Sends User Welcome Password Set Email Body immediately

   • Custom Activation + Manual/No Password:

     • Sends User Welcome Pre-Start Email Body immediately

     • Sends User Welcome Body on activation date

Visit the intelliHR Email Templates article to learn more

Part 4: Assign permissions and create the job

1. Assign the relevant Permission Group(s).
   Visit the Managing Permissions article to learn more about permissions groups. 

2. Click Continue to Create Job.

3. Complete all required fields for the job.

   You cannot issue an onboarding workflow unless a job is attached.

4. Click Create.

Part 5: Add job requirements

1. After creating the job, add any required Job Requirements. 

   • If you have assigned Job Requirements, the new starter will need to provide them immediately after completing their Onboarding Form.

   • If their Company Start Date has not yet passed, they will not be able to skip this step, and they will come back to this page when they next log in. 

   • If this date has passed, they will be able to skip the Job Requirements step and continue into the platform. They will be able to provide their Job Requirements at a later date from their dashboard or profile in Humanforce HR.

2. Click Apply. If they don't have any required qualifications, select Skip.

Part 6: Assign an onboarding workflow

1. Select an Onboarding Workflow (e.g. forms for the new starter, HR, or managers)
2. Click Apply. If they don't have any required qualifications, select Skip.

Part 7: Assign an Onboarding Template

1. Under Issue an onboarding session, select:

   • Yes to issue onboarding now and choose an Onboarding Template.

   • Hide from Onboarding to skip the onboarding process

   • Decide later to assign the onboarding template from the employee's Onboarding tab or the Onboarding Overview page.

2. Click Submit to complete set up.

Permissions

This section is important for users who are not system administrators. In order to create employee profiles and onboard new starters, a combination of the following permissions is required. 

• Create People - people.create
• Create User Accounts - settings.users.view and settings.users.edit
• Create Onboarding Sessions - people.onboarding_session.create#all/subordinate/own
• Manage Mandatory Qualifications - people.jobs.mandatory_qualifications.manage#all/subordinate/own

Users can only assign permission groups to user accounts that they have. 

This means that if someone has an Employees and Leaders Permission Group assigned to them, they can only assign this group to other user accounts.